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1 4000 1234 5678 9010 Norma Little DFA/Office of State Procurement 12/17 https://access.usbank.com For Official Use Only.

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Presentation on theme: "1 4000 1234 5678 9010 Norma Little DFA/Office of State Procurement 12/17 https://access.usbank.com For Official Use Only."— Presentation transcript:

1 Norma Little DFA/Office of State Procurement 12/17 https://access.usbank.com For Official Use Only Purchasing

2 With Freedom Comes Responsibility All state agency employees MUST attend OSP-directed P-card training before receiving a p-card. All state agency employees MUST attend OSP-directed P-card training before receiving a p-card. 2

3 P-Cards What is a p-card? It is a Visa card provided by US Bank. These cards allow delegated employees to purchase goods, services for state entities, colleges and universities. The card is issued in the employees name and the employee is responsible for the security of the card(s) and the transactions on the card. The Purchasing Cards are for Official State Business Only. 4

4 Benefits of using a P-Card Time Savings Time Savings Receive goods faster Receive goods faster Less time than going through processes of purchasing department. Less time than going through processes of purchasing department. Fewer checks written Fewer checks written Increased Vendor Selection Increased Vendor Selection They are a VISA card, not store branded They are a VISA card, not store branded Can shop online Can shop online NO Purchase Order required NO Purchase Order required Vendors get their money within hours Vendors get their money within hours 5

5 Benefits of P-Card ( cont.) Paper Savingsto BRTC Paper Savingsto BRTC Only one invoice per month Only one invoice per month Only one check per month Only one check per month Online reporting capability Online reporting capability Purchasing Control Purchasing Control Per month spending limit (per individual) Per month spending limit (per individual) Per transaction spending limit Per transaction spending limit Block vendors based on MCC numbers Block vendors based on MCC numbers Access to cardholder account via the internet Access to cardholder account via the internet 6

6 How Do I Use the Card Arkansas State Procurement Laws apply to the to the use of the p-card. Rules and procedures specific to BRTC MUST also be followed. Every P-Card purchase MUST be documented on the standard purchase request form with all the approval signatures BRTC requires. Indicate in RED at the top of the form PCARD to alert purchasing. The P-card is just like a regular credit card. The use of the p-card is an agency liability, not a personal liability for the cardholder, your CREDIT rating will not be affected in any way. You understand the intent of the program and agree to follow the established guidelines as listed in the Purchasing Card Manual. 6

7 The P-Card blocks specific categories of merchants via MCC Numbers The P-Card blocks specific categories of merchants via MCC Numbers 7 What is an MCC Number/Code? A Merchant Category Code (MCC) is a four-digit number used by the bankcard industry to classify suppliers into market segments. There are approximately 600 MCCs that denote various types of business (e.g., 5111 Office Supplies, 7299 Dog Grooming Services, 5722 Household Appliance Stores). The MCC is assigned by the Acquiring financial institution when a supplier first begins accepting Visa payment cards. The MCC is assigned based on the suppliers primary line of business. For example, if a supplier primarily sells computers, it may be assigned MCC 5732 Computer Hardware. If a supplier primarily repairs computers, it may be assigned MCC 7379 Computer Maintenance, Repair, and Services

8 8 Non-allowed Charges for the P-Card Employee Travel related charges Employee Travel related charges Alcoholic Beverages Alcoholic Beverages Vehicle Rentals Vehicle Rentals Printing - Amendment 54 Printing - Amendment 54 ATM - Cash Advances ATM - Cash Advances Gift Cards Gift Cards Personal Purchases Personal Purchases Items on State Contract without vendor approval Items on State Contract without vendor approval Using automated monthly procedure to pay vendors Using automated monthly procedure to pay vendors SPLIT PURCHASES – (A split purchase occurs when the total cost of a single purchase is broken up into multiple transactions with the express purpose of circumventing state bid requirements, monthly bid limits, or any other agency restriction.) SPLIT PURCHASES – (A split purchase occurs when the total cost of a single purchase is broken up into multiple transactions with the express purpose of circumventing state bid requirements, monthly bid limits, or any other agency restriction.) Any Purchase without Agency approval Any Purchase without Agency approval

9 Mandatory State Contract Items 9 Ammo Restroom supplies and paper goods Paper stock & Copy Paper Dairy Letterhead & Envelopes Fuel (with Fuel Card) Tires Light Bulbs

10 Making a purchase Over the internet Over the counter (point of sale) Fax Telephone You must have a detailed receipt for each store purchase, clearly identifying each item purchased 11

11 Circumstances for A Card to be Declined Exceeding single transaction limit Exceeding single transaction limit Exceeding monthly limit Exceeding monthly limit Blocked MCC You attempt to use the card for a blocked merchant category Blocked MCC You attempt to use the card for a blocked merchant category Credit card is Not activated Credit card is Not activated 11

12 Cardholder Responsibilities Register your card on https://access.usbank.com. This gives the Register your card on https://access.usbank.com. This gives thehttps://access.usbank.com cardholder the access to view and verify all transactions weekly. cardholder the access to view and verify all transactions weekly. You are responsible for the safekeeping of your p-card account You are responsible for the safekeeping of your p-card account number. number. Check your account transaction list weekly. If you suspect fraudulent Check your account transaction list weekly. If you suspect fraudulent charges, contact your liaison immediately. (Betty White) charges, contact your liaison immediately. (Betty White) Obtain all original receipts and submit them with your purchase req form. Obtain all original receipts and submit them with your purchase req form. Every transaction (purchase) must have a p/r form. Every transaction (purchase) must have a p/r form. As with every purchase, the p/r must indicate the specific department or As with every purchase, the p/r must indicate the specific department or funding grant and the applicable account (i.e. office supplies, funding grant and the applicable account (i.e. office supplies, instructional supplies). instructional supplies). 12

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15 Lost or stolen P-card. The cardholder needs to contact US Bank immediately at and then contact your agency liaison, Betty White. 15

16 MISUSE OF CREDIT CARD The p-card is a privilege granted to you by the State of Arkansas, and it is expected that you will use it responsibly. The p-card is a privilege granted to you by the State of Arkansas, and it is expected that you will use it responsibly. The State will seek restitution for any inappropriate charges made to the p-card. The State will seek restitution for any inappropriate charges made to the p-card. Fraudulent or intentional misuse of the card will result in revocation of the card and/or possible criminal charges, including termination Fraudulent or intentional misuse of the card will result in revocation of the card and/or possible criminal charges, including termination. 16

17 Rebates, Refunds, Rewards, Gifts, Points, etc. Any manufacturer rebates received by the Cardholder as results of a P-Card transaction shall be credited to the P-Card account. Documentation reflecting the transaction shall be submitted to the reviewer/accounts payable according to your agency policy. Any manufacturer rebates received by the Cardholder as results of a P-Card transaction shall be credited to the P-Card account. Documentation reflecting the transaction shall be submitted to the reviewer/accounts payable according to your agency policy. Any rebates, coupons, rewards, gifts, points, frequent flyer miles, cash cards, etc. must accrue to the state entity and utilized only for official State business. No personal gain by making purchases with the State Purchasing Card is permitted. Misuse of this section could result in disciplinary action. Any rebates, coupons, rewards, gifts, points, frequent flyer miles, cash cards, etc. must accrue to the state entity and utilized only for official State business. No personal gain by making purchases with the State Purchasing Card is permitted. Misuse of this section could result in disciplinary action. 17

18 How Will My Credit Card Be Audited ? How Will My Credit Card Be Audited ? P-Card accounts are audited by Legislative, system auditors, by DFA/Office of State Procurement Credit Card Section, and by BRTC Fiscal personnel for compliance of the following : P-Card accounts are audited by Legislative, system auditors, by DFA/Office of State Procurement Credit Card Section, and by BRTC Fiscal personnel for compliance of the following : Detailed receipts for charges and/or credits. Detailed receipts for charges and/or credits. Have the charges and credits been approved? Have the charges and credits been approved? Are items being purchased allowed by Procurement laws? Are items being purchased allowed by Procurement laws? Is the charge being split in order to avoid the transaction limit on p-card? Is the charge being split in order to avoid the transaction limit on p-card? 18

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20 TYPES OF DISCIPLINARY ACTION Any violation of Arkansas P-Card Program policies is considered an occurrence which may result in disciplinary action. Types of disciplinary actions taken against a cardholder include, but are not limited to, the following: Any violation of Arkansas P-Card Program policies is considered an occurrence which may result in disciplinary action. Types of disciplinary actions taken against a cardholder include, but are not limited to, the following: Written warning Written warning Suspend the usage of the P-Card for 90 days Suspend the usage of the P-Card for 90 days Revoke p-card Privileges Revoke p-card Privileges Employment suspension/termination Employment suspension/termination Criminal charges filed with state and/or local authorities Criminal charges filed with state and/or local authorities 20

21 Activating Your Credit Card 1. Dial Listen and respond to each prompt a. Enter your 16-digit account number b. Enter your five digit Zip Code (Business Address) c. To activate you account, Press 1 d. Key in the last four digits of your Social Security number e. Enter your business telephone number, beginning with the area code f. Your account has been successfully activated. Note: If you have any problems activating your account you will be transferred to a Customer Service Representative for personal assistance. 21

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23 23 Questions

24 NEXT… Accessing and Monitoring your transactions ONLINE 24

25 Monthly Transaction Cycle Begins on the 16 th of each month and ends on the 15 th of the next month unless the 15 th falls on a weekend Begins on the 16 th of each month and ends on the 15 th of the next month unless the 15 th falls on a weekend 25

26 US Bank Web address https://access.usbank.com https://access.usbank.com https://access.usbank.com 26

27 27 Register Online Card Registration Registering your card online with access.usbank.com – Gives you the cardholder the ability to view and track all your purchases.

28 Online Registration 28 Organization Short name for The State of ARKANSAS is: STAR Enter your Credit Card Number, Expiration and Zip Code Then click on register this account The back to feature in Access Online is at the bottom left corner on every page that has a back to previous page feature

29 29 Always read the Message from U.S. Bank after logging in. From time to time US Bank is off line to maintain the system and update functions.

30 Viewing the transactions on your p-card account. Click on Transaction List Click on Transaction List 27

31 31 Trans date – when purchases were made Posting date – when purchases are posted to the account

32 Tips Let us know as soon as possible of any Let us know as soon as possible of any extended leave time (your card should be inactive) extended leave time (your card should be inactive) circumstance which may put your p-card at risk for compromise circumstance which may put your p-card at risk for compromise Please let us know of any comments or suggestions you may have. Please let us know of any comments or suggestions you may have. 36

33 Credit Card Contacts Credit Card Contacts: Angie French – Purchasing X 4035 Betty White – LIASON X 4042 Darlene Hicks – State Credit Card Manager Norma Little – State Credit Card Coordinator/Instructor


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